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Messages - Suzanne Gilmore

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1
At-Large Directors / LPF At-Large 1 Director Report for July 2020
« on: July 18, 2020, 06:22:56 PM »
LPF At-Large 1 Director Report for July 2020

At-Large 1 Director Activities
Attended LPF EC, Audit, Membership, Officers, Committee Chairs, and Regional Representatives Meetings and Discussions.
Re-categorized the 2020 transactions in Quickbooks.
Provided Vice Chair with list of people with NDAs on file according to CRM. Started checking individuals and folders for others.

Local LPMD Activities
Attended LPMD EC Meeting July 14.
Prepared agenda for Chair and started Minutes.
Presented motion to allow on-line meetings when necessary.
Motion passed unanimously.
Revised ByLaws with revision adopted in July 14, 2020 EC Meeting, distributed to EC members and sent for posting on the LPMDade website.
Responded to inquiries from potential LPMD members.
Sent proposals to LPMD Rules Committee for revisions to bylaws.
Assisting the planning for a Drive Parade for Jo locally.

Other LPF Activities

Affiliate Support Committee (ASC):
Placed copy of Where to find Guide to LPF Resources for County Affiliates, Regional Reps, Officers and Directors in forums.
Verified eligibility status for individual who had expressed interest in affiliating Jackson County.
Notified Committee Chair of update suggestions to 3 guides.

Communications Committee:
No meetings attended, at least one cancelled.
Continued updating CRM entries.

Audit Committee: See separate report
Miscellaneous
Processed all new LPF member applications (53) between June 17th and July 16th renewing members, and converting pending to new members.  The membership requests are 42% more than the previous month, which was already significantly higher than the month before.
There are currently 159 Pending memberships and 4,852 members (new, current, and renewed.
Attended LP 2020 Convention remotely. I believe I was present and responded on every vote and all but one poll.
Responded to notice seeking Presidential Electors appointment.
Provided Chair with access to folder pre-prepared for processing elector appointments with laws and with samples of worksheets and submittal documents from 2016.

Ongoing Projects and Goals

Keep budget spreadsheet updated quarterly.
Continue to perform testing and updating to LP/FL CRM.
Continue processing new requests for LPF Membership and keep checking voter rolls for possible LPF registration of pending ineligible requests.
Attend events of affiliates whenever possible.

2
Audit Committee / LPF Audit Committee Report - July 2020
« on: July 18, 2020, 06:18:12 PM »
LPF Audit Committee Report - July 2020
by Suzanne Gilmore (Chair)

Members:
Suzanne Gilmore, Davie Parrish, Robert Enright, John Olivadoti (ex-officio), J. Mark Barfield (ex-officio)

Establishment:
The Audit Committee was originally created as an Ad Hoc committee of the LPF in 2018 following a decision by the EC to provide more oversight of financial transactions.  The committee was made a Standing Committee at the May 4 and 5, 2019 LPF Annual Business Meeting.

Rules Establishing and Guiding:
LPF Bylaws
ARTICLE III Standing Committees and Ad Hoc Committees
 
Section 1. Standing Committees

A. Standing Committees of the LPF shall include the following:
Candidate Committee
Communications Committee
Membership Committee
Platform Committee
Rules Committee
Fundraising Committee
Legislative Action Committee
Affiliate Support Committee
Audit Committee

B. Committees and Committee Chairs shall be appointed by the Chair of the LPF with the approval of the Executive Committee, unless otherwise provided in the Constitution or Bylaws. Each Committee shall consist of at least three members of the party (disregarding ex-officio members). Appointment terms shall last until the next Executive Committee election or until the committee member is removed or replaced, unless otherwise provided in the Constitution or Bylaws. Removal of persons on a committee shall need the approval of the Executive Committee. Actions of all Committees shall be reported on a regular basis to the Executive Committee. Special committees may be created by the Executive Committee and shall also follow these requirements unless otherwise provided upon their creation. The duties of all standing committees shall be stated in the Bylaws. Further clarification of duties may be added to the Standing Rules.

C. Along with a Chair, all standing committees, unless otherwise provided in the Bylaws or Standing Rules shall have a Vice Chair. Along with performing the normal duties of the committee, the committee Vice Chair shall also act in place of the committee Chair, if the Chair is absent or cannot perform the duties of the Chair.

Section. 10. The Audit Committee

The committee shall be composed of the LPF Treasurer (ex officio), LPF Vice Chair (ex officio) and a minimum of three (3) other LPF members and no committee Vice Chair. The committee shall work to ensure the proper reporting of LPF contributions and expenditures, to provide oversight to the LPF Treasurer position, and to provide overall accounting and budgeting support to the LPF and LPF committees. Specific duties shall include, but are not limited to: (1) QuickBooks (and its successors) reconciliations, (2) quarterly profit and loss statements of LPF committees, (3) reviewing FEC reports, and (4) assisting the Treasurer with selection of yearly auditor,(5) creating and maintaining documentation on best practices.

July Events:
No meetings so far in July. All critical business already handled and LP 2020 Convention in the middle.
Completed final details for CPA to provide completed Compilation Report for Chair to submit to DOE.
Verified that appeal to fine regarding an amended Sept, 2019 filing was received by DOE.
Verified that the Annual Audit was received by DOE timely (June 29 date stamped.
Started revising categorizations for 2020 in Quickbooks as appropriate and added payees as vendors for every expenditure transaction. Completed all entries currently in the system.

3
Audit Committee / LPF Audit Committee Report - Jun 2020
« on: June 19, 2020, 04:14:39 PM »
LPF Audit Committee Report - Jun 2020

by Suzanne Gilmore (Chair)

Members:
Suzanne Gilmore, Davie Parrish, Robert Enright, John Olivadoti (ex-officio), J. Mark Barfield (ex-officio)

Establishment:
The Audit Committee was originally created as an Ad Hoc committee of the LPF in 2018 following a decision by the EC to provide more oversight of financial transactions.  The committee was made a Standing Committee at the May 4 and 5, 2019 LPF Annual Business Meeting.

Rules Establishing and Guiding:
LPF Bylaws
ARTICLE III Standing Committees and Ad Hoc Committees
 
Section 1. Standing Committees

A. Standing Committees of the LPF shall include the following:
Candidate Committee
Communications Committee
Membership Committee
Platform Committee
Rules Committee
Fundraising Committee
Legislative Action Committee
Affiliate Support Committee
Audit Committee

B. Committees and Committee Chairs shall be appointed by the Chair of the LPF with the approval of the Executive Committee, unless otherwise provided in the Constitution or Bylaws. Each Committee shall consist of at least three members of the party (disregarding ex-officio members). Appointment terms shall last until the next Executive Committee election or until the committee member is removed or replaced, unless otherwise provided in the Constitution or Bylaws. Removal of persons on a committee shall need the approval of the Executive Committee. Actions of all Committees shall be reported on a regular basis to the Executive Committee. Special committees may be created by the Executive Committee and shall also follow these requirements unless otherwise provided upon their creation. The duties of all standing committees shall be stated in the Bylaws. Further clarification of duties may be added to the Standing Rules.

C. Along with a Chair, all standing committees, unless otherwise provided in the Bylaws or Standing Rules shall have a Vice Chair. Along with performing the normal duties of the committee, the committee Vice Chair shall also act in place of the committee Chair, if the Chair is absent or cannot perform the duties of the Chair.

Section. 10. The Audit Committee

The committee shall be composed of the LPF Treasurer (ex officio), LPF Vice Chair (ex officio) and a minimum of three (3) other LPF members and no committee Vice Chair. The committee shall work to ensure the proper reporting of LPF contributions and expenditures, to provide oversight to the LPF Treasurer position, and to provide overall accounting and budgeting support to the LPF and LPF committees. Specific duties shall include, but are not limited to: (1) QuickBooks (and its successors) reconciliations, (2) quarterly profit and loss statements of LPF committees, (3) reviewing FEC reports, and (4) assisting the Treasurer with selection of yearly auditor,(5) creating and maintaining documentation on best practices.

June Events:
Held committee meeting May 14 and June 18.
Committee confirmed that the 2020 Annual Corporate filing at sunbiz was handled.
Verified that Chair had forwarded appeal to DOE on fine regarding an amended Sept, 2019 filing.
Checked on status of visa for Kronotiq’s principal. Expires in 6 days. Mr. Ally is working on re-issuance. Mr. Barfield will follow-up. Right now working without contract. No further work is to be done if visa expires.
Revised categorizations for 2019 in Quickbooks as appropriate and added payees as vendors for every expenditure transaction.
Sent notice to Chair that QB was ready for CPA to begin Compilation Report.
Chair asked to send email directly to CPA and copy him. Handled.
Responded to request from CPA to re-enable access to QB for CPA. Later discovered that access not sufficient. Was unable to increase user capability to an appropriate level. Advised Chair he would need to handle as Master Admin.
Chair agreed to my starting 2020 recategorization.
Began discussions with LPF Treasurer on 2020 information for QB. Awaiting his filing of amended DOE for Q1 for specifics.

4
At-Large Directors / LPF At-Large 1 Director Report for June 2020
« on: June 19, 2020, 04:12:57 PM »
LPF At-Large 1 Director Report for June 2020

At-Large 1 Director Activities

Attended LPF EC, Membership, Officers, Committee Chairs and Regional Representatives Meetings and Discussions.
Re-categorized the 2019 transactions in Quickbooks to resolve questions raised by the CPA for the Annual Compilation Report due June 30 to DOE. Notified appropriate persons. Attempted to add back CPA to Quickbooks, but user level was not high enough. Requested master admin to handle.

Local LPMD Activities

Attended LPMD EC Meeting June 9.
Prepared agenda for Chair.
Was appointed and confirmed as LPMD Secretary. Prepared letter to SOE of change and notified LPF Secretary.
Presented motion to resolve ability to meet on-line in extraordinary situations, such as force majeure. Motion passed unanimously.
Revised ByLaws with revision from June 9, 2020 EC Meeting, distributed to EC members and sent for posting on the LPMDade website.
Prepared and distributed Minutes of June 9 to EC members.

Other LPF Activities

Affiliate Support Committee (ASC):
Drafted a quick reference of LPF Resources for County Affiliates, Regional Reps, Officers and Directors. Requested feedback. Updated guide with suggestions received.
Checked for party status for the Committee Chair for individual who had expressed interest in affiliating Jackson County.

Communications Committee:
Sent invitation to Paul Moscarelli for brief course I had entered into Moodle. Advised on where to locate instructions for working in moodle: docs.moodle.com.

Audit Committee: See separate report

Miscellaneous
Processed all new LPF member applications (37) between May 14th and June 17th renewing 4 members, and converted 12 pending to new members.
There are currently 140 Pending memberships and 4,833 members (new, current, and renewed.

Ongoing Projects and Goals

Keep Budget spreadsheet updated quarterly.
Continue to perform testing and updating to LP/FL CRM.
Continue processing new requests for LPF Membership and keep checking voter rolls for possible LPF registration of pending ineligible requests.
Attend events of affiliates whenever possible.

6
At-Large Directors / LPF At-Large 1 Director Report for May 2020
« on: May 16, 2020, 04:37:28 PM »
LPF At-Large 1 Director Report for May 2020

At-Large 1 Director Activities

Attended LPF EC, Membership, Affiliate Support, Officers, Committee Chairs and Regional Representatives Meetings and Discussions.
Provided LPF Chair with copy of LPMD Rules Package and new Constitution and ByLaws revisions from Annual Business Meeting to notify LP Attorney and possibly FEC to demonstrate the affiliate’s taking the first opportunity to correct the FEC’s concerns.
Prepared 2020 Presidential Electors folder for Secretary preparatory to doing the letter to the Governor from the Chair before Sept. 1.

Local LPMD Activities

Attended LPMD Annual Business Meeting.
Prepared agenda for Chair.
Presented Rules Package to resolve FEC concerns and better align language with current LPF Rules.
Rules Package passed unanimously.
Prepared new Constitution and ByLaws with revisions from 2020 Annual Business Meeting and sent to LPMD Chair.


Other LPF Activities


Affiliate Support Committee (ASC):
Drafted a quick reference of LPF Resources for County Affiliates, Regional Reps, Officers and Directors. Requested feedback.

Audit Committee See separate report

Miscellaneous
Processed all new LPF member applications (38) between April 17tth and May 144h renewing 5 members, and converted several pendings to new members. New applicants had slowed down at the same time the authorities started instituting social distancing and quarantine requirements for people, then picked up substantially immediately after the Justin Amash presidential announcement bid.
Attended training/general questions LP CRM meeting.
Assisted Tony Sellers provisioning pilot users of LP CRM.
There are currently 131 Pending memberships and 4,807 members (new, current, and renewed.


Ongoing Projects and Goals

Keep Budget spreadsheet updated quarterly..
Continue to perform testing and updating to LP/FL CRM.
Continue processing new requests for LPF Membership and keep checking voter rolls for possible LPF registration of pending ineligible requests.
Attend events of affiliates whenever possible.

7
Audit Committee / LPF Audit Committee Report - May 2020
« on: May 16, 2020, 04:36:13 PM »
LPF Audit Committee Report - May 2020
by Suzanne Gilmore (Chair)

Members:
Suzanne Gilmore, Davie Parrish, Robert Enright, John Olivadoti (ex-officio), J. Mark Barfield (ex-officio)

Establishment:
The Audit Committee was originally created as an Ad Hoc committee of the LPF in 2018 following a decision by the EC to provide more oversight of financial transactions.  The committee was made a Standing Committee at the May 4 and 5, 2019 LPF Annual Business Meeting.

Rules Establishing and Guiding:
LPF Bylaws
ARTICLE III Standing Committees and Ad Hoc Committees
 
Section 1. Standing Committees

A. Standing Committees of the LPF shall include the following:
Candidate Committee
Communications Committee
Membership Committee
Platform Committee
Rules Committee
Fundraising Committee
Legislative Action Committee
Affiliate Support Committee
Audit Committee

B. Committees and Committee Chairs shall be appointed by the Chair of the LPF with the approval of the Executive Committee, unless otherwise provided in the Constitution or Bylaws. Each Committee shall consist of at least three members of the party (disregarding ex-officio members). Appointment terms shall last until the next Executive Committee election or until the committee member is removed or replaced, unless otherwise provided in the Constitution or Bylaws. Removal of persons on a committee shall need the approval of the Executive Committee. Actions of all Committees shall be reported on a regular basis to the Executive Committee. Special committees may be created by the Executive Committee and shall also follow these requirements unless otherwise provided upon their creation. The duties of all standing committees shall be stated in the Bylaws. Further clarification of duties may be added to the Standing Rules.

C. Along with a Chair, all standing committees, unless otherwise provided in the Bylaws or Standing Rules shall have a Vice Chair. Along with performing the normal duties of the committee, the committee Vice Chair shall also act in place of the committee Chair, if the Chair is absent or cannot perform the duties of the Chair.

Section. 10. The Audit Committee

The committee shall be composed of the LPF Treasurer (ex officio), LPF Vice Chair (ex officio) and a minimum of three (3) other LPF members and no committee Vice Chair. The committee shall work to ensure the proper reporting of LPF contributions and expenditures, to provide oversight to the LPF Treasurer position, and to provide overall accounting and budgeting support to the LPF and LPF committees. Specific duties shall include, but are not limited to: (1) QuickBooks (and its successors) reconciliations, (2) quarterly profit and loss statements of LPF committees, (3) reviewing FEC reports, and (4) assisting the Treasurer with selection of yearly auditor,(5) creating and maintaining documentation on best practices.

May Events:
Held committee meeting April 23 and May 14.
Discussed and resolved Kronotiq contract.
Attempted to resolve an access issue for Quickbooks for Chair and Treasurer.
Held working session with Treasurer and Vice Chair regarding the CPA’s questions for Annual Audit.
Sent email to LPMD Chair with answers to CPA’s questions developed during the working session.
Sent details from Quickbooks detailed report for 2019 to Chair in three final issues for information to research in checking account(s).

8
Audit Committee / LPF Audit Committee Report - April 18. 2020
« on: April 18, 2020, 12:53:30 AM »
LPF Audit Committee Report - April 18. 2020
by Suzanne Gilmore (Chair)

Members:
Suzanne Gilmore, Davie Parrish, Robert Enright, John Olivadoti (ex-officio), J. Mark Barfield (ex-officio)

Establishment:
The Audit Committee was originally created as an Ad Hoc committee of the LPF in 2018 following a decision by the EC to provide more oversight of financial transactions.  The committee was made a Standing Committee at the May 4 and 5, 2019 LPF Annual Business Meeting.

Rules Establishing and Guiding:
LPF Bylaws
ARTICLE III Standing Committees and Ad Hoc Committees
 
Section 1. Standing Committees

A. Standing Committees of the LPF shall include the following:
Candidate Committee
Communications Committee
Membership Committee
Platform Committee
Rules Committee
Fundraising Committee
Legislative Action Committee
Affiliate Support Committee
Audit Committee

B. Committees and Committee Chairs shall be appointed by the Chair of the LPF with the approval of the Executive Committee, unless otherwise provided in the Constitution or Bylaws. Each Committee shall consist of at least three members of the party (disregarding ex-officio members). Appointment terms shall last until the next Executive Committee election or until the committee member is removed or replaced, unless otherwise provided in the Constitution or Bylaws. Removal of persons on a committee shall need the approval of the Executive Committee. Actions of all Committees shall be reported on a regular basis to the Executive Committee. Special committees may be created by the Executive Committee and shall also follow these requirements unless otherwise provided upon their creation. The duties of all standing committees shall be stated in the Bylaws. Further clarification of duties may be added to the Standing Rules.

C. Along with a Chair, all standing committees, unless otherwise provided in the Bylaws or Standing Rules shall have a Vice Chair. Along with performing the normal duties of the committee, the committee Vice Chair shall also act in place of the committee Chair, if the Chair is absent or cannot perform the duties of the Chair.

Section. 10. The Audit Committee

The committee shall be composed of the LPF Treasurer (ex officio), LPF Vice Chair (ex officio) and a minimum of three (3) other LPF members and no committee Vice Chair. The committee shall work to ensure the proper reporting of LPF contributions and expenditures, to provide oversight to the LPF Treasurer position, and to provide overall accounting and budgeting support to the LPF and LPF committees. Specific duties shall include, but are not limited to: (1) QuickBooks (and its successors) reconciliations, (2) quarterly profit and loss statements of LPF committees, (3) reviewing FEC reports, and (4) assisting the Treasurer with selection of yearly auditor,(5) creating and maintaining documentation on best practices.

April Events:
Held meeting. We discussed CPAs questions and how to resolve. Ms. Gilmore will try to resolve with Treasurer. Mr. Barfield has plans to meet with Treasurer to recategorize Quickbooks soon. We agreed that recategorization was necessary as soon as can be arranged.
The DOE issued advisory notice that the deadline to file 2019 FT audit with them is moved to June 30 due to COVID-19 concerns. Placed copy in LPF Audit folder.
Requested info on status of April Kronotiq contract.
EC reviewed and approved Kronotiq March contract.
Updated LPF budget with annual projections following Q1.
Started preparing response to audit questions for CPAs.
Spent some time reviewing Quickbooks.
Working session on April 22 scheduled with Chair and Treasurer to resolve questions unable to resolve by reviewing Quickbooks.

9
At-Large Directors / LPF At-Large 1 Director Report for April 2020
« on: April 17, 2020, 10:53:23 PM »
LPF At-Large 1 Director Report for April 2020

At-Large 1 Director Activities

Attended LPF Membership, Affiliate Support, Committee Chairs and Regional Representatives Meetings.

Local LPMD Activities

Worked with affiliate Chair and Vice Chair and members of Rules Committee regarding how to comply with Constitutional requirement to hold the annual business meeting in April when authorities were prohibiting in-person meetings. Determined that, though there is no provision in rules for a totally virtual meeting, we could do so in order to comply with the greater requirement which was to hold the annual business meeting in April.
Requested that notice of the annual meeting be posted on the affiliate's website.
Assisted Secretary by preparing a credentialing spreadsheet of potential attendees to the business meeting and prepared agenda.

Other LPF Activities

Affiliate Support Committee (ASC):
Attended Committee Meeting on April 15th.
Will begin researching needed for a quick reference of how and where to get typical things done.

Audit Committee See separate report

Miscellaneous
Processed all new LPF member applications (22) between March 12tth and April 16th renewed one member, and converted several pendings to new members. New applicants slowed down at the same time the authorities started instituting social distancing and quarantine requirements for people.
Attended training/general questions LP CRM meeting.
Assisted Tony Sellers provisioning pilot users of LP CRM.
There are currently 124 Pending memberships and 4,811 members (new, current, and renewed.

Ongoing Projects and Goals

Keep Budget spreadsheet updated.
Complete updating contacts in FL CiviCRM.
Continue to perform testing and updating to LP/FL CRM.
Continue processing new requests for LPF Membership and keep checking voter rolls for possible LPF registration of pending ineligible requests.
Attend events of affiliates whenever possible. The March 28th tri-county event had to be cancelled due to COVID-19 restrictions.

10
At-Large Directors / LPF At-Large 1 Director Report for March 2020
« on: March 14, 2020, 11:32:47 AM »
LPF At-Large 1 Director Report for March 2020

At-Large 1 Director Activities

Continued working with LPF Secretary on processing delegates to LPF and LP conventions.
Prepared sign-in sheets
Assisted at Registration table Friday, Saturday, and Sunday
Attended LPF Annual Business Meeting
Attended LPF Committee Chairs and Regional Representatives Meetings.
Responded to question of number of alternate delegates with LP bylaws language.
Suggested conforming language for Suwannee governing docs. Reviewed their response and advised them of affirmative review.

Local LPMD Activities

Attended March 10, 2020 affiliate meeting. No quorum. Discussed LPMD Annual Business Meeting planning.
Prepared 7 motions to amend constitution and by-laws in April, worked with Rules Committee members for revisions and approval.
Obtained responses from affiliate to second set of follow-up questions from FEC, provided to LPF Chair. Reviewed LP attorney’s response.


Other LPF Activities


Affiliate Support Committee (ASC): Updated “How to Write a Successful Motion”, with assistance of Tony Sellers, Lee Korotzer, Donna Olivadoti, took all material for outreach bags to convention, assembled, and LPF Chair distributed to newly elected Regional Reps from throughout state.

Audit Committee See separate report

Miscellaneous
Processed all new LPF member applications (27) between February 17thtth and March 
11 th and converted 37 pendings to new members.
Working with Tony Sellers, completed initial clean-up of contacts in FL CRM. Learning LP (National) CRM processes. Started testing imports. Checked roughly 15 contacts for accuracy and correct relationship. Have been assigned task to de-dupe records and assign regions. Will proceed once access to all necessary processes is obtained.
Attended training/general questions LP CRM meeting March 3.
There are currently 125 Pending memberships.

Ongoing Projects and Goals

Keep Budget spreadsheet updated.
Complete updating contacts in FL CiviCRM.
Continue to perform testing and updating to LP/FL CRM.
Continue processing new requests for LPF Membership and keep checking voter rolls for possible LPF registration of pending ineligible requests.
Attend events of affiliates whenever possible. March 28th event will be tri-county event, intending to attend.

11
Audit Committee / Audit Committee Report - March 14, 2020
« on: March 14, 2020, 11:31:32 AM »
Audit Committee
Report - March 14, 2020
by Suzanne Gilmore (Chair)

Members:
Suzanne Gilmore. (Chair since December 15, 2019), Davie Parrish, John Olivadoti (ex-officio), J. Mark Barfield (ex-officio)

Establishment:
The Audit Committee was originally created as an Ad Hoc committee of the LPF in 2018 following a decision by the EC to provide more oversight of financial transactions.  The committee was made a Standing Committee at the May 4 and 5, 2019 LPF Annual Business Meeting.

Rules Establishing and Guiding:
LPF Bylaws
ARTICLE III Standing Committees and Ad Hoc Committees
 
Section 1. Standing Committees

A. Standing Committees of the LPF shall include the following:
Candidate Committee
Communications Committee
Membership Committee
Platform Committee
Rules Committee
Fundraising Committee
Legislative Action Committee
Affiliate Support Committee
Audit Committee

B. Committees and Committee Chairs shall be appointed by the Chair of the LPF with the approval of the Executive Committee, unless otherwise provided in the Constitution or Bylaws. Each Committee shall consist of at least three members of the party (disregarding ex-officio members). Appointment terms shall last until the next Executive Committee election or until the committee member is removed or replaced, unless otherwise provided in the Constitution or Bylaws. Removal of persons on a committee shall need the approval of the Executive Committee. Actions of all Committees shall be reported on a regular basis to the Executive Committee. Special committees may be created by the Executive Committee and shall also follow these requirements unless otherwise provided upon their creation. The duties of all standing committees shall be stated in the Bylaws. Further clarification of duties may be added to the Standing Rules.

C. Along with a Chair, all standing committees, unless otherwise provided in the Bylaws or Standing Rules shall have a Vice Chair. Along with performing the normal duties of the committee, the committee Vice Chair shall also act in place of the committee Chair, if the Chair is absent or cannot perform the duties of the Chair.

Section. 10. The Audit Committee

The committee shall be composed of the LPF Treasurer (ex officio), LPF Vice Chair (ex officio) and a minimum of three (3) other LPF members and no committee Vice Chair. The committee shall work to ensure the proper reporting of LPF contributions and expenditures, to provide oversight to the LPF Treasurer position, and to provide overall accounting and budgeting support to the LPF and LPF committees. Specific duties shall include, but are not limited to: (1) QuickBooks (and its successors) reconciliations, (2) quarterly profit and loss statements of LPF committees, (3) reviewing FEC reports, and (4) assisting the Treasurer with selection of yearly auditor,(5) creating and maintaining documentation on best practices.

Events:
Attended meetings.
Completed final revision requests to Kronotiq contract.
Reviewed final version, approved language, ready to send to EC.
Discussed second follow-up questions from FEC. Offered to get, and obtained, responses from affiliate, provided to LPF Chair.
Updated LPF budget with initial annual projections, worked on identifying a charge that was unexpected and unknown.

12
Motions / Re: Motion to Affiliate Suwannee County
« on: March 13, 2020, 10:40:02 AM »
Can we have the documents posted here for review? Thanks.

13
I do not have a copy of what was sent before to determine whether the previous notice was sent as time specific or permanent. Normally, motions are only in effect for the time period between annual business meetings or some other timeframe, if noted in the motion. As I understand it, a permanent change (if even available from the DOE) would need to be made in a rule change and then another notice sent to DOE making it permanent until and unless we notify otherwise.  So, I am going on the assumption that the previous notice is no longer in effect with DOE and making this notice as appropriate until a rule change occurs and we can send the permanent one.

14
Title:  Motion to Cease Levying Party Assessment on Candidate Filing Fees
Mover: Suzanne Gilmore

Motion:  I move that the LPF Chair inform the Florida Division of Elections per the authority granted in FS 99.096 that the Libertarian Party of Florida chooses not to levy the party assessment fee on candidate qualifying fees as described in FS 99.092 for all candidates qualifying on or after March 1, 2020.

15
Audit Committee / LPF Audit Committee Final Annual Report 2020
« on: February 19, 2020, 01:29:30 PM »
Audit Committee
Final Report - February 21, 2020
by Suzanne Gilmore (Chair)

Members:
Suzanne Gilmore. (Chair since December 15, 2019), Davie Parrish, John Olivadoti (ex-officio), J. Mark Barfield (ex-officio)

Establishment:
The Audit Committee was originally created as an Ad Hoc committee of the LPF in 2018 following a decision by the EC to provide more oversight of financial transactions.  The committee was made a Standing Committee at the May 4 and 5, 2019 LPF Annual Business Meeting.

Rules Establishing and Guiding:
LPF Bylaws
ARTICLE III Standing Committees and Ad Hoc Committees
 
Section 1. Standing Committees

A. Standing Committees of the LPF shall include the following:
Candidate Committee
Communications Committee
Membership Committee
Platform Committee
Rules Committee
Fundraising Committee
Legislative Action Committee
Affiliate Support Committee
Audit Committee

B. Committees and Committee Chairs shall be appointed by the Chair of the LPF with the approval of the Executive Committee, unless otherwise provided in the Constitution or Bylaws. Each Committee shall consist of at least three members of the party (disregarding ex-officio members). Appointment terms shall last until the next Executive Committee election or until the committee member is removed or replaced, unless otherwise provided in the Constitution or Bylaws. Removal of persons on a committee shall need the approval of the Executive Committee. Actions of all Committees shall be reported on a regular basis to the Executive Committee. Special committees may be created by the Executive Committee and shall also follow these requirements unless otherwise provided upon their creation. The duties of all standing committees shall be stated in the Bylaws. Further clarification of duties may be added to the Standing Rules.

C. Along with a Chair, all standing committees, unless otherwise provided in the Bylaws or Standing Rules shall have a Vice Chair. Along with performing the normal duties of the committee, the committee Vice Chair shall also act in place of the committee Chair, if the Chair is absent or cannot perform the duties of the Chair.

Section. 10. The Audit Committee

The committee shall be composed of the LPF Treasurer (ex officio), LPF Vice Chair (ex officio) and a minimum of three (3) other LPF members and no committee Vice Chair. The committee shall work to ensure the proper reporting of LPF contributions and expenditures, to provide oversight to the LPF Treasurer position, and to provide overall accounting and budgeting support to the LPF and LPF committees. Specific duties shall include, but are not limited to: (1) QuickBooks (and its successors) reconciliations, (2) quarterly profit and loss statements of LPF committees, (3) reviewing FEC reports, and (4) assisting the Treasurer with selection of yearly auditor,(5) creating and maintaining documentation on best practices.


Events:
Meetings were held regularly throughout the year at least monthly on average, or more frequently when needed.

Reviewed Quickbooks at least quarterly.

The Audit Committee prepared a Budget for EC approval with projections for expenditures for 2020 and including projections of revenue and from where likely obtained. This is the first time to our knowledge that the LPF has had a formal budget prepared and approved. Past information was provided back to 2015. Projections were made based on current needs, including, but not limited to web, server, CRM, email expenses, as well as convention expenses and income. Convention figures were based on comparison to previous similar years. The 2020 budget reflected projections for a presidential election year and compared to 2016, with a slight reduction from 2016, since 2026 convention was in Florida. When that occurred, there was a very large contingency of people who attended the LPF convention in hopes of obtaining a delegate slot at the LP Convention. 2021, not being an election year, is expected to result in fewer delegates attending the LPF convention, unless some other event(s) intervene to change the dynamics. The budget will be updated at least quarterly and projections revised according to ongoing expenses and income.  Budget includes a running profit vs loss total year to year over time. We are on track to have completely recovered from unexpected expenditures of 2019 and profitable again by the end of 2020. The EC will be presented with the 2021 budget for approval in December 2020.
https://docs.google.com/spreadsheets/d/1EHxpJb1KsF_T3Uez3987gtKZThgzGKm_UbwfwVxEA9k/edit?fbclid=IwAR32Cchlpt9nZkl_rKF1lfn63lcO-A-xKmlLDMilBLOGs4dyq9uxpedMQpM#gid=990135386)


Resolved issue with contract work on social media under consideration for a contract with an LLC. Obtained E2 visa of principal manager, researched, drafted questions for FEC specialist, Responded to Chair on approval by the Audit committee as requested by the EC. Currently awaiting final contract which includes current dates and provisions for FEC compliance and transparency.

Heard presentation by an individual from California who offered to do FEC compliance work. Determined that the party appears to be already doing the same level of work.

Worked with the LPF Chair and Treasurer (also Convention Committee Chair) on convention expenses and projected revenue. Reviewed the proposed Holiday Inn contract and made recommendations. Had final contract reviewed by a CPA firm, then presented to EC for approval.

The Committee conducted research, obtained documents, drafted responses, obtained affiliate’s response to follow-up questions by the Federal Elections Commission (FEC) regarding a complaint. Sent the responses to the LP attorney for review, and the LPF Chair drafted and submitted the final version within the timeframe allowed by the FEC.

Responded to notice by the FEC of a discrepancy condition. Determined that there was no actual discrepancy. The problem was in what was being reported to FEC (all transactions, not just federal elections transactions). Consulted with LP FEC compliance specialist. Determined to stop reporting non-federal transactions, and to report non-federal transactions to Florida DOE. Added to LPF’s Federal bank account to total $2,500. Responded to FEC. Amended reports as appropriate.

Worked with the Communications Chair to resolve several issues: 2019 Convention Statement of Financial Activities; Stripe donation form reporting, user ability to cancel Recurring Donations, and possible eCanvasser connectivity to Gravity Forms.

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